HR Assistant

Volunteering Admin Human Resources Crisis & Emergency Response

Overview

Manage employee records and ensure efficient document handling

You have:

• Prior experience working with personnel records or human resources documents
• Experience working with electronic and physical records management systems
• Knowledge of archival principles, theories, and practices
• Technical skills, including proficiency with archives management software and databases
• Excellent knowledge in Excel
• Accountability and flexibility
• Creativity and judgement
• Planning and organising skills

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

WFP, through its dual mandate in humanitarian and development, provides life-saving food assistance to the most vulnerable and food insecure non-refugee Palestinians and works to safeguard livelihoods, build resilience, and reconstitute food systems in vulnerable areas. WFP also lends its technical expertise to support national institutions by strengthening their capacities in responding to shocks and building an inclusive social safety net. To further strengthen the humanitarian-development-peace nexus, WFP is providing climate-smart agricultural assets such as hydroponics and wicking beds to households to increase their calorie intake and enable them to generate income. WFP also scaled up its resilience-building activities to include greenhouses, vegetable farms, sheep, poultry, and technical and vocational trainings for youth and people with disabilities. These projects reduce people’s vulnerability to external shocks, serve as a safety net, and support livelihoods.

In response to the urgent needs of Palestine, where protracted conflict and economic stagnation have led to widespread food insecurity, WFP delivers life-saving food assistance to the most vulnerable non-refugee Palestinians in Gaza and the West Bank. To address the ongoing crisis, WFP also focuses on strengthening livelihoods through resilience-building projects such as climate-smart agriculture and vocational training. Additionally, WFP supports national institutions by enhancing their capacity to respond to shocks and build inclusive social safety nets. By extending its systems to humanitarian and development partners, WFP contributes to broader efforts within the humanitarian-development-peace nexus.

As HR Assistant will play a crucial role in managing employee records and ensuring efficient document handling within the HR department. In the context of an auto-archiving system, the responsibilities include (but not limited to) the following:

Digital Archiving System

• Maintain digital employee records, organizing and updating employee files in the digital system, ensuring all information is current and accurate. • Leverage the archiving system documents by categories to quickly locate and retrieve employee documents and HR data as needed. • Regularly updating and verifying information on the shared folder
• Oversee the automated processes for all HR document and notify the responsible parties as needed • Help generate reports and document histories to satisfy different HR functions and audit requirements. • Ensuring that all records are properly stored, accessible, and secure. • Gather information where needed and install on the right flies. • Provide tracking sheet where needed. • Recommend solutions for HR file management.

Staff personnel files

• Review the current personnel files and make sure that all supporting documents are available under each section. • Analyse the personnel files materials, spot duplication and align in one valid (most recent) document • Check on the physical condition and historical content and arrange in the right order • Organize and arrange the hard copies the personnel files in line with the Files Check List • Label all files by adding proper information making sure that the archive is clear and accessible to multiple HR users. • Process scanning (convert material into digital format) for all hard copies and file them on the HR shared folder in chronological order. • Prepare indexes (Data Master sheet) for all files and material descriptions. • Support HR Operations. • Perform other HR tasks are required

Coordinate between UNV and WFP Team for new assignments , including solutions for new staffing through UNV different modalities

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

HR, or IT, with experience in general administrative work. Prior experience working with personnel records or human resources documents Experience working with electronic and physical records management systems Knowledge of archival principles, theories, and practices, including an understanding of records management and preservation Familiarity with digital tools and techniques. Technical skills, including proficiency with archives management software, databases Excellent knowledge in Excel

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. A 6 -months contract with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. A Volunteer Living Allowance (VLA) of ILS 6428 is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as Exit allowance for satisfactory service.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org